3.6.8 Inventory

Article goal

Show how a club administrator can view, create and control inventories: check statuses, open inventory sheets, export the items list and start a new inventory.

Who this article is for

• Club administrator
• Store manager
• Staff members with access to the “Store” module

What you will learn

• How to open the “Inventory” section
• How to view the list of all inventories
• What the “Completed” and “Not completed” statuses mean
• How to see the date and author of an inventory
• How to create a new inventory sheet
• How to export the items list before inventory

Prerequisites

Before you start, make sure that:

• You have access to the admin panel and permissions to work with the store
• Store categories and items are created correctly
• Previous inventories are completed (if a strict sequence is required)

Step-by-step guide

Step 1. Open the “Inventory” section

1. Log in to the admin panel.
2. In the left sidebar menu, open the “Store” section.
3. Select “Inventory”.

A table with the list of all created inventories will open on the screen.

Step 2. Review the inventory list

The table shows key parameters:

• Number — unique inventory ID
• Status — Completed or Not completed
• Date — when it was created or completed
• Author — the staff member who initiated the inventory

You can click on the number (for example, 54) — a detailed inventory card will open.

Step 3. Filter and sort data

Column headers contain sort icons — click them to sort:

• By number
• By status
• By date
• By author

This helps quickly find the required inventory, for example, the most recent completed one.

Step 4. Export the items list

Before starting a physical count or to compare data, you can download a file with current stock balances.

1. In the upper-right part of the screen, click “Export items list”.
2. The system will generate a file with all items and their quantities.

Use it as a basis for physical store checking.

Step 5. Create a new inventory

If you need to perform a new stock count:

1. Click “Create new inventory sheet” (to the right of the export button).
2. The system will create a new entry with a unique number.
3. Open the inventory sheet and enter the actual quantities for items.

After you fill in the data, you can post / complete the inventory to update stock balances in the store.

Common situations

Problem	What to do
Inventory is shown as “Not completed”	Open the record, enter all data and confirm completion.
Items have incorrect stock balances	Check the last completed inventory — actual quantities may not have been entered.
Unable to create a new inventory sheet	Refresh the page or make sure the previous inventory was saved correctly.
Author is displayed incorrectly	Check staff settings and access rights.